Pay with confidence.
Report with clarity.
Payroll involves more than issuing a paycheck. Employers need accurate wage records, appropriate withholding, timely tax deposits, and complete reports. Castellanos Platinum Tax Service helps you organize payroll information and coordinate the services included in your engagement.
Discuss your payroll needsUnderstand your responsibilities.
Keep accurate employee records
Provide complete employee and withholding information, approved hours, pay rates, and changes before each payroll. Review payroll summaries and retain supporting records.
Withhold and fund payroll taxes
Employers generally withhold federal income tax and employee Social Security and Medicare taxes, pay employer contributions, and handle applicable unemployment taxes. California payroll also involves UI, ETT, SDI, and personal income tax withholding.
Deposit taxes and file reports
A tax deposit pays the agency; a return or wage report explains the payroll activity. These are separate obligations, and their schedules may differ. Confirm the applicable deposit and filing calendar for your account.
Maintain oversight
Using a payroll service provider generally does not remove the employer’s responsibility for federal payroll tax payments and filings. Review confirmations, reconcile reports, and respond promptly to agency notices.
Know where payroll information goes.
| Agency / system | Purpose | Employer action |
|---|---|---|
| IRS Federal employment taxes | Report federal withholding and employment taxes. Form 941 is commonly used quarterly; Form 944 applies when authorized by the IRS. Form 940 reports federal unemployment tax. | Confirm required returns and deposit schedules, arrange timely payments, and retain filing acknowledgments. IRS deposit and reporting guidance ↗ |
| California EDD e-Services for Business | Manage the employer payroll tax account, deposits, and state wage reporting. Common filings include DE 9, DE 9C, DE 88, and new-hire reporting on DE 34. | Maintain account registration, confirm applicable deadlines, and file and pay electronically unless an approved waiver applies. EDD employer reporting system ↗ |
| Social Security Administration Business Services Online | Submit annual W-2 wage information and the associated W-3 transmittal information; corrections use W-2c/W-3c as applicable. | Reconcile annual wages with payroll records, provide employee W-2 copies, and review submission status. SSA employer wage reporting ↗ |
A clear working relationship.
We start by reviewing your pay schedule, employee information, existing payroll records, and agency accounts. We confirm which processing, reporting, payment coordination, or bookkeeping services are included, along with the information and approvals your business must provide.
Keep funds available, communicate new hires and pay changes promptly, and review payroll before approval. Our goal is organized records, clear communication, and fewer unanswered questions about your next step.
Bring these to your first conversation
Your employer identification numbers, recent payroll summaries, prior payroll returns, agency notices, employee withholding forms, and year-to-date wage and tax totals. Discuss secure document delivery with our office.
Call (323) 773-7000 Explore all servicesOfficial employer resources
IRS Employer’s Tax Guide ↗
IRS responsibilities when outsourcing payroll ↗
California EDD filings and due dates ↗
California new-hire reporting ↗
Requirements depend on your employer account and circumstances. Confirm current forms and deadlines with the agencies and your payroll professional.